Business Office - Purchasing Operations Specialist

About Sacred Heart University

As one of the nation’s largest Catholic universities and among the fastest-growing private doctoral institutions in the U.S., Sacred Heart University is a national leader in shaping higher education for the 21st century. SHU offers more than 100 undergraduate, graduate and doctoral programs on its Fairfield, Conn., campus. Sacred Heart also has a campus in Dingle, Ireland, and offers online programs. Nearly 10,000 students attend the University’s nine colleges and schools: College of Arts & Sciences; School of Communication, Media & the Arts; School of Social Work; School of Performing Arts; College of Health Professions; the Isabelle Farrington College of Education & Human Development; the Jack Welch College of Business & Technology; School of Computer Science & Engineering and the Dr. Susan L. Davis, R.N., & Richard J. Henley College of Nursing. Sacred Heart, a Laudato Si’ campus, stands out from other Catholic universities as it was established to be led by the laity. This contemporary Catholic university is rooted in the rich Catholic intellectual tradition and the liberal arts and, at the same time, cultivates students to be forward thinkers who enact change—in their own lives, professions and in their communities. The Princeton Review includes SHU in its Best 391 Colleges: 2026 Edition and Best Business Schools: 2025 Edition. Sacred Heart is home to the award-winning, NPR-affiliate station, WSHU Public Radio; a Division I athletics program and an impressive performing arts program that includes choir, band, dance and theatre. www.sacredheart.edu

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To apply

Qualified candidates are invited to submit a completed application and résumé through the University's online application system. Applications submitted outside of the official Careers at SHU website will not be considered. Applicants should not apply through third-party or external job sites, as such postings may be fraudulent or may misrepresent opportunities that are no longer available at the University. A cover letter or statement of interest is preferred for all staff positions. 

Sacred Heart University complies with all federal and state employment laws and regulations. Applicants must be lawfully authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa for this position.

Position Summary

The Purchasing Operations Specialist is responsible for managing and optimizing the University’s procurement operations, with a focus on vendor onboarding, e-procurement system administration, and front-end purchasing controls.

This role serves as the central point of coordination for vendor management, procurement workflows, and system support, ensuring accuracy, compliance, and efficiency across the purchasing lifecycle. The Specialist plays a key role in maintaining internal controls, improving user experience, and supporting audit readiness by strengthening processes upstream of payment and financial reporting.

Principal Duties & Responsibilities

Vendor Management & Compliance

• Own the vendor onboarding and maintenance process, including setup in Colleague and SHU eBuy
• Ensure completeness and accuracy of vendor records, including tax documentation, banking information, and compliance requirements
• Coordinate vendor activation processes, including Paymode enrollment
• Maintain tax-exempt certificate documentation and support vendor-related compliance requirements
• Support audit requests and reporting related to vendor activity and controls

E-Procurement System Administration (SHU eBuy / Unimarket)

• Serve as the primary functional owner and operational contact for the University’s e-procurement system
• Manage procurement workflows, configurations, and user access in coordination with IT
• Monitor system performance and resolve user issues, escalating technical concerns as needed
• Maintain and update system content including catalogs, punchouts, and forms
• Track system usage and identify opportunities to improve adoption and efficiency

Procurement Intake & Front-Line Support

• Serve as the primary point of contact for purchasing-related inquiries and system support
• Monitor and respond to procurement and SHU eBuy support requests
• Provide guidance to faculty and staff on purchasing policies, procedures, and system navigation
• Support training efforts and develop user-facing documentation and resources

Procurement Controls & Requisition Review

• Perform quality control for prepaid requests, catch-all requisitions, and other high-risk transactions
• Support compliance review for specialized requisitions (e.g., entertainers tax-related requests) in coordination with appropriate departments
• Ensure adherence to internal controls, including segregation of duties and approval workflows

PO Lifecycle Management & Monitoring

• Monitor and follow up on open purchase orders, punchout transactions, and outstanding commitments
• Coordinate periodic cleanup activities, including closure of blanket and inactive purchase orders
• Partner with departments to resolve outstanding purchasing issues and ensure timely processing
• Maintain reporting and tracking of procurement activity and outstanding items

Process Improvement & Reporting

• Identify opportunities to improve procurement processes, workflows, and system functionality
• Develop and maintain standard operating procedures and training documentation
• Support purchasing analytics and reporting to improve visibility into procurement activity
• Assist with internal and external audit requests and documentation

Knowledge, Skills, Abilities, & Other Attributes

Education / Experience

• Bachelor’s degree in Business, Finance, Accounting, or a related field preferred, or equivalent experience

• Experience in procurement, vendor management, or financial operations
• Experience with ERP and e-procurement systems (Ellucian Colleague and Unimarket preferred)

Skills / Competencies

• Strong attention to detail and commitment to data accuracy

• Knowledge of procurement processes, internal controls, and compliance practices
• Ability to manage multiple priorities in a deadline-driven environment
• Strong problem-solving skills, particularly in system troubleshooting
• Effective communication and customer service skills

Key Attributes

• Service-oriented and collaborative approach
• Strong sense of ownership and accountability
• Ability to balance operational execution with process improvement
• Commitment to maintaining confidentiality and data integrity

This job posting provides an overview of the role's general nature and expected tasks. It is not meant to be a comprehensive list of all duties performed. The university reserves the right to modify or reassign job responsibilities at any time. This posting description does not constitute an employment contract, either explicit or implied.